Laboratory Administrator

Overview

We are part of a leading international group of fertility specialists, including CREATE Fertility and IVI London, providing world-class reproductive healthcare across the UK. Our clinics are at the forefront of innovation, offering Natural and Mild IVF meaning, gentler, safer approaches that use little to no fertility medication alongside a full range of advanced treatments, including IVF, IUI, ICSI and fertility preservation. Together, we are committed to evidence-based treatments, cutting-edge technology and personalised, patient-focused care helping to give every patient the best possible chance of success.

JOB PURPOSE

The Laboratory Administrator will assist the embryology team in all aspects of management of the laboratory in accordance with the Human Fertilisation and Embryology Authority (HFEA) Act and relevant professional Codes of Conduct. The Embryologist administrator maintains full and proper records, as well as participating in data analysis, audit and research to ensure a high quality of services is provided to patients.

JOB DIMENSIONS

The administrator must practise using effective self-management of workload, whilst working both within the embryology team and the wider unit team, as well as taking responsibility for a defined area of work under the direction of the Laboratory Manager.

PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

To assist in the effective day to day management of the embryology laboratory and maintenance of compliance with the relevant authorities.

To answer telephone enquiries ensuring that the callers are clearly established, accurate messages are passed on promptly and that the callers are transferred to other colleagues where appropriate.

To correctly and accurately enter data into the clinic database and maintain this database up to date at all times.

To ensure patient registrations are reported to the HFEA in a timely manner.

KPIs

Candidates should be able to demonstrate competence in administration which will be measured in regular performance analysis.

ADMINISTRATION

• To be responsible for daily data input of the laboratory and assisting with witnessing points.
• To assist in PRISM submission including patient registrations and cycle data if necessary.
• To manage the ‘comms’ message from patient and inform the relevant member of the embryology team.
• To assist in the management of cryo storage including audits, renewal of cryo storage, renewal of consents and completion of discards.
• To assist with the scanning of paper documents into the database as necessary.
• To assist in the checks and preparation of documents for patient treatment cycles.
• To assist in the checks and preparation of biopsied cells to be sent to the genetic laboratory.

DATA COLLECTION & AUDIT

• To ensure the collection and maintenance of laboratory data as part of the unit’s clinical database;
• To be responsible for the collation of specific datasets in electronic and paper formats;
• To be responsible for, and participate in, the audits of cryopreserved material, including gametes and embryos as part of HFEA requirements;
• To oversee the accurate completion of patient records and filing in accordance with the Code of Practice of the Human Fertilisation and Embryology Authority;
• To participate in laboratory Quality Assurance, including data audit, assessment of performance, and development and refinement of laboratory Quality Control;
• To participate in the unit’s regular audit, clinical review and other meetings.

PATIENT SERVICES

• To act as the information point for the patients, sending them relevant information when required.
• To answer promptly and politely all telephone calls ensuring effective follow up action is taken.
• To ensure that all correspondence relating to patients is filed in their notes.

SUPPORTING ACTIVITIES

• To have knowledge of the Medical records filing system/database
• Clinic procedures where necessary
• Financial systems
• Health and Safety at work and data protection legislation
• Human Fertilisation and Embryology Authority (HFEA)

OTHER RESPONSIBILITIES

• To have responsibility for the health, safety and welfare of others and to comply at all times with the requirements of the health and safety regulations.
• To ensure confidentiality at all times, only releasing confidential information obtained during the course of the employment to those acting in an official capacity and in accordance with HFEA regulations.
• To act in accordance with the Data Protection Act.
• To work at all times as part of IVIRMA group

The job description is not an exhaustive document but is a reflection of the current position. Details and emphasis may change in consultation with the post holder in line with the needs of the service.

CONFIDENTIALITY

The post holder must maintain the confidentiality of information about patients, clients, staff and Create Health Clinics’ business in accordance with the HFEA Code of Practice, the Code of Confidentiality of Personal Health Data, the Korner Report on confidentiality, the Data Protection Act 1998 and Caldecott principals.

CONSCIENTIOUS OBJECTION

The Human Fertilisation and Embryology Act 1990 specifies that “No person who has a conscientious objection to participating in any activity governed by this Act shall be under any duty, however arising, to do so. In any legal proceedings the burden of proof of conscientious objection shall rest on the person claiming to rely on it.”

HEALTH & SAFETY

Employees must be aware of the responsibilities placed on them under the Health & Safety at Work Act (1974), to ensure that the agreed safety procedures are carried out to maintain a safe environment for employees and visitors.

RISK ENGAGEMENT

All staff have a responsibility to report all clinical and non-clinical accidents or incidents promptly and when requested to co-operate with any investigations undertaken.

EQUAL OPPORTUNITY

Create Health Clinic has adopted an Equal Opportunities Policy and all employees must be aware of their obligations to abide by the spirit and nature of the Policy to avoid direct, and indirect, discrimination.

CONFLICT OF INTEREST

Create Fertility and IVI RMA is responsible for ensuring that the service provided for patients in its care meet the highest standard. Equally, it is responsible for ensuring that staff do not benefit their family or friends.

The job description is not an exhaustive document but is a reflection of the current position. Details and emphasis may change in consultation with the post holder in line with the needs of the service.